An honest comparison
TenAdapt vs spreadsheets
Spreadsheets are a good fit for many small fleets. This page sets out what each does well, using only what TenAdapt can do today, so you can decide whether a change is worth it.
A spreadsheet may be enough when
- one person keeps the records and few people need to see them;
- you have a small number of machines and jobs;
- you want complete control over layout and formulas.
TenAdapt may suit you when
- several team members need the same, current records;
- machines, projects, due dates and documents sit in separate files;
- you want each person to see only your organisation's records.
Side by side
Cost to start
Spreadsheet: Often already paid for or free.
TenAdapt: Monthly subscription after a 30-day trial with no card required.
Flexibility
Spreadsheet: Any column, any layout, any formula.
TenAdapt: Set record types for equipment, projects, compliance and tenders; less free-form.
Equipment register
Spreadsheet: One row per machine, kept up to date by hand.
TenAdapt: Equipment records with fleet number, make, model, status, hours and location entered by your team.
Due dates
Spreadsheet: Possible with conditional formatting you build and maintain.
TenAdapt: Service, registration, insurance and inspection dates shown alongside each machine and compliance item.
Projects and allocation
Spreadsheet: Separate tabs or files; links kept manually.
TenAdapt: Project records with the machines allocated to each job.
Tenders
Spreadsheet: A register you design yourself.
TenAdapt: Tender records you can convert into a linked project (Professional and Enterprise).
Team access
Spreadsheet: Shared file permissions; whole-file access.
TenAdapt: Members join your organisation by invitation, with organisation roles; other organisations cannot see your records.
Documents
Spreadsheet: Stored elsewhere and linked by hand.
TenAdapt: Documents uploaded and linked to records inside your organisation.
Getting data out
Spreadsheet: Already a file.
TenAdapt: Export your organisation's records as CSV, Excel, PDF or a ZIP at any time.
Your team still enters and checks every record. TenAdapt does not inspect machines, guarantee compliance or make decisions for you.
Keep using spreadsheets alongside it
Our free templates work without an account, and TenAdapt exports back to CSV and Excel, so you are not locked in.
Not available today: importing an existing spreadsheet, and automated accounting connections (the latter is planned). What’s coming.